Shared Services Commercial Coordinator

We are Aspen Solutions and we are now recruiting.

We provide flexible IT sales and support our customers can trust. 

Our experienced team care deeply about customer needs, and we build long-lasting relationships that challenge us to consistently be the best. 

We now have a fantastic opportunity for an experienced Shared Services Commercial Coordinator to join our Shared Services team, supporting Sales, Operations, and Finance as we continue our growth journey. 

We are a fast-growing Managed Service Provider based in Glasgow, dedicated to delivering innovative, reliable, and secure technology solutions across multiple sectors. As the business continues to expand, we are looking for talented, motivated individuals who thrive in a fast-paced, detail-driven environment. 

About us

We are professional, agile and innovative.

Our work environment includes:

• Modern office setting
• Work-from-home days
• Wellness programmes
• Growth opportunities

Work Pattern: Office based during onboarding phase (2-4 weeks), then hybrid working pattern (3 days in office, 2 days at home).

Please note, there is no sponsorship or visa support available for this job.

Salary range: £24,600-£26,000

Key Relationships – Head of Shared Services; Head of Sales & Marketing, ; Sales Team; , Operations Team, External contractors and partners.

Why come and work with us at Aspen?

As part of the Aspen team, you will receive a competitive salary & benefits package, be part of an exceptional training and development programme and work as part of an essential team. We acknowledge and reward talented, hardworking individuals by providing them with fully supported opportunities for growth and development.

What does success look like in this role?

Success in this role means delivering clean, accurate, timely commercial and finance administration that keeps Sales, Shared Services, Operations, and Finance running smoothly — while consistently demonstrating Aspen’s core values.

Purpose of the Role

The purpose of the Shared Services Commercial Coordinator role is to ensure the smooth, accurate, and timely administration of Aspen’s commercial, operational, and finance workflows. This role provides essential coordination across Sales, Shared Services, Operations, and Finance—processing orders, managing procurement, maintaining financial accuracy, supporting AP/AR activities, and delivering reliable administrative support that keeps the business running efficiently and professionally.

This role is key to ensuring smooth commercial, financial, and administrative processes across the business. By coordinating orders, procurement, and customer communications within Shared Services, you help enable seamless service delivery, strong financial control, and an excellent customer experience.

Responsibilities

Sales Order Processing & Procurement Administration  

• Preparing quotes and procurement checks for qualified opportunities 

• Coordinating with suppliers to confirm stock, pricing, and lead times 

• Processing orders end-to-end from CRM → PO → NetSuite order → invoicing 

• Raising and validating purchase orders in line with supplier terms 

• Tracking supplier confirmations, deliveries, and escalation of delays 

Shared Services Administration & Team Cover  

• Providing admin cover for Shared Services inboxes, customer updates, document preparation 

• Supporting customer communication (status updates, confirmations, scheduling) 

• Ensuring documentation, records, and job files are complete and stored correctly 

• Assisting with general business administration tasks across departments 

Finance Support (AP/AR) & Documentation Accuracy  

• Completing PO 3-way matching and validating supplier invoices 

• Assisting with customer invoicing and maintaining accurate AR records 

• Supporting credit control through reminder emails, updating records, and making direct customer telephone calls 

• Ensuring clean audit trails across CRM, NetSuite, and Vantage 

Systems, Compliance & Data Accuracy  

• Maintaining accurate, up-to-date data across internal systems 

• Following defined SOPs to ensure consistency, compliance, and traceability 

• Supporting internal reporting through accurate documentation and timely updates 

Competencies and Requirements

Knowledge and Experience

• Experience in order processing, purchasing, or supply chain admin 

• Previous exposure to credit control or customer account management 

• Understanding of 3-way matching, invoicing, or basic accounting processes 

• Experience within an MSP or technology environment 

• Strong system literacy, especially Excel, CRM, and ERP tools 

Skills / Abilities

• Experience in administration, finance support, sales operations, or procurement 

• Strong organisational skills and meticulous attention to detail 

• Ability to work at pace while maintaining accuracy 

• Confidence using CRM/ERP systems (NetSuite experience desirable) 

• Strong numerical skills and familiarity with finance processes (AP/AR) 

• Clear written and verbal communication skills 

• Ability to prioritise and manage workload in a fast-moving environment 

• A proactive, solutions-focused mindset and willingness to learn 

Personal Qualities and Attributes

• Customer-focused with a desire to deliver consistent, high-quality service 

• High attention to detail and strong transactional accuracy 

• Ability to take ownership and follow tasks through to completion 

• A collaborative team player with a willingness to support colleagues 

• Strong communication skills, including liaising confidently with suppliers and customers 

• Commitment to process improvement and operational efficiency 

• Self-motivated, organised, and disciplined 

• Comfortable working cross-functionally across Sales, Ops, Shared Services, and Finance 

If you feel you have the necessary skills and experience to be successful in this role, click on “APPLY” today, forwarding an up-to-date copy of your CV for consideration in the first instance. We look forward to hearing from you.

Covering letter is preferable but not required.

No agencies please.

Job Type: Full-time

Benefits:

• Company events
• Company pension
• Free parking
• Health & wellbeing programme
• Life insurance
• On-site parking

Schedule:

• Monday to Friday

Education:

• A-Level or equivalent (preferred)

Experience:

• Customer service: 2 years (required)
• Administrative/Finance experience: 2 years (required)

Language:

• English (required)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In-office, Cambuslang during onboarding phase (expected to last 2-4weeks). Thereafter, hybrid remote (3 days in office, 2 days remote). Must live within commuting distance of Cambuslang/ Central Belt of Scotland.

Application deadline: 19/01/2026

Reference ID: ASPEDSSCC10122025

Expected start date: 02/02/2026